Export your data and photos

Your data is yours. Build a spreadsheet of the data available to your organisation, or a zip of your photos; core datasets are available on every plan, while module-specific datasets appear only when your organisation has the relevant module.

Before you start

Only the owner and admins can open Settings → Exports.

Build a spreadsheet

1. Open Settings → Exports.
2. Under each area (Work, People & time, Money, Safety, Sales, System), tick what you need. Each row shows what one row of the file means, such as "one row per job".
3. If a dataset offers more than one date column to range on, choose which one applies. A column that can be blank, such as a job's completion date, says so: ranging on it leaves out every row that has no such date.
4. Optionally set a From and To date, and tick include archived jobs if it's offered and you want them.
5. Select Export.

Pick exactly one dataset with a small amount of data and it downloads straight away, at no cost against your monthly allowance. Pick more than one, or a lot of data, and ONYX1 builds it in the background: you'll see "We are building it now" and it appears under Your exports once ready, usually within a few minutes.

The Sales → Payments list has its own Export CSV too: it downloads every payment in the current date range, method and search, with the amount including GST, and uses no allowance either. The Sales → Invoices list has its own Export CSV for the current invoice filters. It downloads all matching invoices across every page, and an instant register CSV does not use the background-export allowance. Only the owner and admins see this button.

Above the picker, ONYX1 shows how many background exports your organisation has used this month against its allowance, and how many are building right now; both are shared across your whole organisation, not per person. An export small enough to download straight away never counts towards that allowance.

Your exports

The list shows up to 50 of your spreadsheet exports, newest first: what each contains, when it was built, how many rows and how big it is, and how long until it expires (7 days after it finishes). Once it's ready, select each file to download it: a selection covering more than one dataset gets one file per dataset. If a dataset hit its row limit, or was left out altogether, the row says so and what to do about it. A failed export can be tried again; an expired one needs to be rebuilt.

This list shows only your own spreadsheet exports; a colleague's exports don't appear here.

Download photos

Under Download photos, choose a From and To date and whether to group the zip by Job or by Person who uploaded, then select Build photo zip. The zip includes site photos, report photos, receipts and incident photos uploaded in that window, dated by when each one reached ONYX1 rather than when it was taken (so an offline photo counts on the day it synced). Signatures are never included. A large range arrives in more than one part.

Unlike your CSV exports, up to 20 of the newest photo exports in your organisation are listed here for any owner or admin; available files can be downloaded regardless of who asked for them, and each row names the requester.

A zip of one customer's or one job's files, which can also hold documents and reports, comes from the portfolio, not from here. Each portfolio zip uses one background export from your monthly allowance, like an export started here. See Find a customer's files in the portfolio.

Accounting exports

If you can manage invoices, a separate card offers ready-to-import files for Xero and MYOB: invoices, contacts and a bank-reconciliation file of payments. These work on every plan. See Export invoices to Xero as a CSV for what each file contains, and match your invoice export to your Xero organisation first in Settings → Xero.

The invoice register CSV on Sales → Invoices is separate from these accounting files. For invoices that came from Xero, its subtotal, GST and total use Xero's header when all three amounts are present. The MYOB export lists the stored line items for each included invoice, including invoices that came from Xero.

Export the audit log

The Activity page has its own Export CSV, which downloads whatever the page's current filters are showing.

If something goes wrong

• Settings → Exports is missing: only the owner and admins can open it.
• Couldn't reach the server. Check your connection and try again.: your connection dropped mid-request; try again.
• Your session has ended. Refresh the page and sign in again.: sign in again and retry.
• Finish setting up two-factor authentication before you can export data.: your business requires it before exporting; set it up under your account, then retry.